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State Aid - Basic Collections Grant

Purpose

The purpose of the Basic Collections Grant to supplement eligible public library collections budgets and to provide financial support for library services on the municipal, county and tribal levels.

Description

The grants are awarded annually by the state library to local public libraries. The grants may be used solely for acquisition of collections. The selection process is not competitive; no proposal is required. The state library determines eligibility by reviewing and evaluating the libraries’ prior fiscal year Annual Reports and other documents and local library policies as determined by the local public library and filed at the state library. Local public libraries are eligible if they meet the criteria for Basic Collections Grants as provided in subsection C of 4.5.2.8. A library that meets the criteria for this grant receives an equal share of 33% of the annual allotment of money allocated to the library grants program.

Criteria

  1. Library shall be a local public library. Developing public libraries are not eligible.
  2. Library shall have filed an Annual Report. The amount of library grants program money awarded shall be based, in part, on information provided by the library through the prior fiscal year Annual Report.
  3. Library shall demonstrate financial support from non-library grants program money. This information shall be provided in the Annual Report.
  4. Library’s accounting records shall be sufficient to document expenditures of library grants program money and any other money necessary to be eligible for the grant.
  5. Library shall keep adequate financial records. At the sole discretion of the state library such records may be audited annually or as needed by the state library or its designated representative.
  6. Library shall have been in continuous existence and operation for at least three years from the date of initial participation in the state grants in aid to public libraries program. This information will be determined from Annual Reports on file at the state library.
  7. Library shall have a library board that is an entity separate from the political subdivision of state government or other type of entity that established it. Regularly scheduled public board meetings with the librarian in attendance should be held in a place, time and manner that is convenient to the board, librarian, and the community. The meetings will be held in accordance with the state open meetings law. This information shall be provided in the Annual Report.
  8. Library shall have a written staff development plan that includes a method for regularly assessing staff training needs and providing opportunities and funds for such training each year. The plan shall not be more than five years old. The plan shall be filed with the State Library Library Development Services Bureau.
  9. Library shall have staff designated for the library who are trained in core competencies. The information shall be provided in the Annual Report.
  10. Library shall be in compliance with all state statutes including Section 18-2-8 et seq. “Certification of Librarians.”
  11. Library shall have a minimum annual collections expenditure of $1.50 per capita of the local service area population excluding library grants program money. This information shall be provided in the Annual Report.
  12. Library funding shall be sufficient to provide a level of service consistent with the library's long-range plan, which is filed with the State Library Library Development Services Bureau.
  13. Library shall be open to the public with trained staff and shall provide public access to the collections at least twenty-five hours a week, with a minimum of six of those hours being weekend and/or evening hours. Weekend and/or evening hours may be waived provided the library is open at least the minimum hours needed to provide library services and access to the collections as determined by a library’s community needs assessment that is not more than five years old and that is filed at the State Library Library Development Services Bureau office. This information shall be provided in the Annual Report.
  14. Library shall have its own separate telephone line dedicated solely to the library. This information shall be provided in the Annual Report.
  15. If the library has been legally established for three years or more by the end of the fiscal year prior to the award review, the library shall have a computer and modem or network capable of accessing the state library network. If the library has been legally established for less than three years by the end of the fiscal year prior to the award review, the library need not meet this requirement. This information shall be provided in the Annual Report.
  16. Library shall maintain a current basic reference collection, with library staff knowledgeable about the use of these materials as determined by the state library. A Basic Reference List of required and recommended items is available from the State Library Library Development Services Bureau. The local public library shall provide basic library services including information about materials on the Basic Reference List during all hours the library is open.
  17. Library shall have a written collection development policy that is:
    1. no more than five years old and
    2. filed with the State Library Library Development Services Bureau.
  18. Library shall have a written technology plan that is:
    1. less than three years old;
    2. submitted to the state library in the time, manner and form prescribed by the state library;
    3. approved by the State Library Library Development Services Bureau; and
    4. filed by the library at the State Library Library Development Services Bureau.
  19. Library shall not restrict access to basic public library services based on the ability to pay; the library must provide free basic public library services to the population of its legal service area. The imposition of inappropriate library fees for services amounts to establishing a barrier to those services. Nominal fees may be required for non-residents of the library’s legal service area and for some types of materials if established by local library board policy and allowed by the state library.
  20. Library shall have a written long-range plan that has been:
    1. developed by the library board and the librarian with community input;
    2. filed at the State Library Library Development Services Bureau; and
    3. is not more than five years old. The plan should have a mission statement, goals and objectives and should describe the purposes, also called service responses, of the library in the community. The long-range plan that will be reviewed by the staff shall be the long-range plan that is on file with the State Library Library Development Services Bureau.
  21. Library shall have a community assessment that:
    1. is not more than five years old;
    2. is part of the library’s long-range plan; and
    3. is, as part of the plan, filed with the State Library Library Development Services Bureau.
  22. Library shall cooperate with other libraries and agencies in its region (within and beyond the legal service area) and statewide to provide information services. The library must participate in the statewide interlibrary loan network and in reciprocal borrowing agreements as provided in the library’s Annual Report. Required information about cooperation shall be provided in the Annual Report.
  23. Library shall have adequate space to implement the full range of library services consistent with the library’s long-range plan. This information shall be provided in the Annual Report.
  24. Library shall comply with any applicable requirements of the Americans with Disabilities Act of 1990 (Public Law 101-336, July 26, 1990, 104 Stat.327) as amended.